ePAY update

    December 15, 2021

    Summary

    As previously announced, the ePAY Project (e-Commerce Payment Acceptance at Yale) is working with University departments to standardize credit card payment acceptance, processing, and reporting across the University to meet Payment Card Industry Data Security Standards (PCI DSS). E-commerce, also known as electronic commerce, is the buying and selling of goods and services through acceptance of electronic payment transactions, generally, via secured credit or debit card payment processing.

    Since project launch in FY21, to date, ePAY has:

    •  Launched ePAY sites for 47 departments, processing 1.9 million in revenue.
    • Added 2 new partnerships with 6 coming soon.

    As few reminders:

    • Departments and business operations (not using EPIC) with current or expected credit card processing needs are asked to contact epay@yale.edu to build their ePAY site.
    • Departments needing a credit card processing platform, an upgrade, or making a change to an existing solution must contact epay@yale.edu before beginning their search.

    Details

    Welcome to ePAY

    ePAY welcomed the following new sites since July 2021:

    • The Comfort Ability Program at Yale
    • Investigative Medicine
    • Yale Office of Global Health Education
    • Sterling Memorial and Bass Library
    • Brain 2021 Course
    • Yale Hospitality – Holiday Pie sale
    • Yale Psychology Department
    • RULER – Yale Center for Emotional Intelligence
    • Physician Wellness
    • YM Office of Student Affairs
    • University Payroll
    • E.Coli Stock Room
    • Yale Glee Club

    Since the project launch in FY21, the ePAY project has:

    • Created 47 sites with over 468 ePAY offerings
    • Processed 1.9 million in revenue
    • Onboarded third-party providers, including Dynamic Forms, Adirondack, SLATE-GSAS, Audienceview, with the following in progress:
      • Yale Connect (a.k.a CampusGroups)
      • CVENT
      • Other Slate Departments 

    ePAY Benefits

    Migrating their credit card processing to TouchNet’s standardized, user-friendly system, these departments have experienced:

    • Reduced set-up time for a credit card processing site
    • Additional central support for credit card processing needs 
    • A consistent, user-friendly customer experience
    • The elimination of the annual PCI SAQ attestation requirement 
    • Streamlined reporting and reconciliation of credit card transactions
    • Automated accounting, resulting in fewer journal entries
    • Consistent patient experience when paying for health services reduces calls for assistance

    FAQ

    Our department is satisfied with our current credit card solution, are we required to use the ePAY solution?
    Standardizing all credit card acceptance and migrating to the new ePAY solution will ensure the University remains PCI DSS compliant. Adoption of the ePAY system by departments is critical to achieving and maintaining PCI compliance.

    Our department currently uses event software or another credit card processing vendor. Can we continue to use that vendor with ePAY?
    TouchNet, our ePAY system, can be integrated with a number of third-party providers. Contact epay@yale.edu to discuss the best solution for your department’s needs.

    What is the time commitment required of departments during the configuration process?
    While the timeline may vary depending on the site’s complexity and level of customization, in most instances, departments will be asked to:

    • Attend an initial discovery meeting lasting between 30-60 minutes
    • Complete a brief ePAY Store Set-up Survey that will provide the ePAY team with information about its intended ePAY offerings (name, description, images, etc.), return/cancellation policy, etc.
    • Attend an initial site review, where the ePAY site developer will review the initial configuration of the site with the department once the site is built; the department will provide feedback and recommended edits
    • Attend a final pre-go live review of the site

    How long does the configuration process generally take?
    After the initial discovery meeting, the site can be built within a matter of weeks. The timeframe may vary depending on the complexity and level of customization required. After receiving the completed ePAY Store Set-up Survey, an ePAY team member will provide an estimated timeline. Since sites can be built well before going live, departments can partner with ePAY to identify the timeframe to work on the configuration and the go-live date.

    My department is sourcing a new solution for accepting payments. What is my next step?
    To ensure consistency in our credit card acceptance system and processes, departments must contact epay@yale.edu before searching for a solution or an upgrade. Departments currently in a search should contact epay@yale.edu before selecting a new system or finalizing any agreements. Our objective is to standardize credit card hardware and software; therefore, deploying the ePAY system for your department will be within this project’s scope. A member of the team will contact you to discuss the ePAY solution with you.

    Questions about the Project?

    Contact ePAY@yale.edu with any questions regarding this project.